Description

JOB DESCRIPTION
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QUALIFICATIONS

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Description of tasks

The Procurement Assistant is under the general supervision of the Operations Manager, reports to the Procurement Officer and provides technical support to managers and staff in the management of GSM transactions in relation to the following areas:

1. Assists the sub-office and technical programs in developing office supply forecasts based on the forecast supply plan.

 2. Support in the implementation of activities related to procurement, and can participate in place of the supervisor in meetings with suppliers or different units and programs.

3. Develops, in conjunction with the technical units concerned, tender documents for office goods and services.

4. Proceeds with the publication of calls for tenders from the sub-office and contacts suppliers for restricted calls for tenders.

5. After a market selection, initiates correspondence with suppliers who have submitted bids to both selected and non-selected suppliers.

6. Processes cost analysis requests (Price estimate) for purchases of non-catalogue items and services. If the prices of the requested items are not available, or if the requested items are not in the catalog available in the GSM, the requester initiates a cost estimate request through the GSM and the Assistant pays full attention to the manager and assists in the process (RPE: Request for Price Estimate) as follows: Record in the system all items and services that are not in the catalog for a cost estimate; Assists the Manager in identifying suppliers for the requested goods and/or services ensuring that all details are available for registration in the GSM. For service requests, proformas are requested taking into account the required service-related details, budget and delivery dates.

7. Initiates requisitions in the system (GSM)

8. Tracks all requisitions submitted and approved in the system.

9. Performs required reviews on transactions and/or requisitions in GSM

10. Initiates and updates requests for the supply of goods and services; ensures that supplier lists are sent for creation in the system. 11. Assists the country office in choosing and justifying the acceptance of the offer which is not the most economical.

12. In the event of an external service request, the Procurement Assistant supports Managers in evaluating the request, based on WHO policies.

13. Acknowledgment of payments for goods and services in GSM.

14. Follow up with the Finance Unit for the payment of supplier invoices.

15. Properly maintains records and records of all office purchases.

16. Manages the supplier creation process and ensures quarterly and annual supplier evaluation

17. Produces statistics on purchases of office goods and services on a quarterly basis; produces the annual report on purchases of goods and services

18. The incumbent will serve as a back up for other team members in similar or dissimilar positions within the office.

Expected results

 – Maintaining up-to-date information on operations to promote informed decision-making;

– Archiving of all documents relating to contracts, evaluations, memos and other documents in filing cabinets

Qualifications required :

Education

Essential  : Secondary school diploma followed by training in Administration and Management

Desirable : Graduate diploma in Administration and management

Experience

Essential : 5 years of relevant experience in the field of PROcurement with at least two years of experience in administrative management. Experience using reference ERP systems. Perfect use of MS Office and MS Excel applications.  Desirable  : Experience in administrative support positions or supply tracking within WHO or another UN agency is an asset.

Experience in Oracle-based systems or another ERP-like system is an asset.

Generic skills

1. Communicate credibly and effectively

2. Promote integration and teamwork;

 3. Produce results;

4. Respect and promote individual and cultural differences;

5. Manage resources effectively.

The post holder will be expected to demonstrate proficiency, updating knowledge in the use of modern office technology through internal courses, on the job or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the Country Office, the cluster and WHO, to be able to brief and explain procedures to other members Staff

Linguistic Requirements

Essential: Perfect command of French

Desirable: Working knowledge of English

Initial duration  : 6 months

Contract type  : SSA

Location